[ref. a23538302] Medical Secretary/Snr Administrator -5 Months Fixed Term contract
To provide a comprehensive medical secretarial and administrative service to clinicians and other members of the multi professional team including, where appropriate providing administrative support in the co-ordination of medical staff rotas and leave, responsible for managing mail, telephone calls, face to face and electronic communications from clinical and non-clinical staff, patients, relatives, carers and external agencies, responding where appropriate; prioritising and redirecting or escalating as required to clinicians or line manager to ensure efficiency and effectiveness of service delivery Deal with queries from service users including patients and their representatives, in a manner that is consistent with legislation, policies and procedures whilst demonstrating understanding, empathy and discretion.
Deal with complex mail. Establish and maintain an effective system for work related documentation to facilitate the timely processing of responses, information, correspondence and documents etc. Organise and oversee the arrangements for chasing investigation reports and be proactive in the development of administrative services.Be a team player and assist colleagues and cover absences when required, and to undertake any other ad-hoc duties in line with operational and service needs Provide a high quality confidential and comprehensive administrative and secretarial service.
Manage the diary and make decisions on behalf of the Manager in prioritising and re-arranging diary commitments. Open and sort incoming emails and other post in a timely manner, and where appropriate, personally prepare and send responses to correspondence.
Operate bring forward and reminder systems. Undertake word processing of all documents to a high standard, in an agreed Trust style and using an appropriate referencing system. Utilise advanced level IT skills to create reports, spreadsheets and presentations.
Develop and maintain filing systems (electronic and paper) to ensure effective access to relevant information. Prioritise own workload on a day-to-day basis to ensure that deadlines are met. Act as a central point of contact for external and internal callers, making judgements regarding appropriate dissemination of key information.
Coordinate administrative arrangements relating to reporting requirements, to include the collation and presentation of documentation, preparing evidence and ensuring information is up to date. Oversee the facilitation and administration of meetings/panels, including: taking formal minutes that are intended for external review eg safeguarding, the production of agendas and coordination